Cheqroom Review: Overview, Features, Pricing & Alternatives in 2025

Still losing track of your equipment inventory?

If you’re tired of the “who has what?” spreadsheet game, you’re not alone. Finding a tool that makes asset tracking simple—without creating more work—is surprisingly tough.

From my research, I found that manual systems lead directly to costly equipment loss every quarter and make audits a nightmare.

Cheqroom’s platform is built to fix this with central tracking, real-time check-outs, and a mobile app that turns equipment management into something your whole team can actually use. I discovered their workflow makes audits faster, reduces double booking, and brings instant accountability—no more chasing gear or paperwork.

In this review, I’ll break down how Cheqroom solves equipment headaches for your team based on real feature testing and practical industry cases.

You’ll discover, in this Cheqroom review, everything you need to assess its feature set, pricing, and what sets it apart from other asset management systems.

You’ll gain the insights and details you need to pick the features you need to stop equipment chaos and boost control.

Let’s dive into the analysis.

Cheqroom Overview

Cheqroom has been around since 2014, based in Ghent, Belgium. What impressed me is their clear mission: simplifying how you track, manage, and analyze valuable shared equipment.

My analysis shows they specialize in equipment-heavy sectors like AV production and higher education. They excel at managing the high-traffic flow of shared equipment, not just creating another static inventory list for your business that quickly becomes outdated.

While we’re discussing operational efficiency, understanding business continuity management software is equally important for long-term success.

Instead of flashy acquisitions, their recent focus is on continuous product refinement and API enhancements. This practical approach to development stood out during my Cheqroom review.

Unlike competitors requiring deep customization, Cheqroom’s strength is its streamlined, out-of-the-box user experience. My analysis shows this focus translates to a much faster and simpler setup for your team, feeling like it was built by actual users.

I found them working with major universities, creative production houses, and large enterprise IT departments—organizations where reliable asset accountability is absolutely critical for daily operations and budgets.

From my evaluation, Cheqroom’s strategy centers on the complete equipment lifecycle, from reservations to proactive maintenance. Their excellent mobile-first design with QR scanning makes this practical for your end-users, not just for administrators.

Now let’s examine their core capabilities.

Cheqroom Features

Losing track of your valuable equipment?

Cheqroom features focus on providing a unified platform to manage your physical assets from check-out to maintenance. Here are the five main Cheqroom features that truly transform equipment management.

1. Centralized Asset Tracking & Management

Still managing inventory with spreadsheets?

Manual, chaotic spreadsheets lead to lost assets and wasted search time. You can’t truly know what you own or where it is, causing constant frustration.

This Cheqroom feature creates a single source of truth for all your gear, accessible anywhere. What I found is its QR/barcode scanning for instant lookup, making static lists dynamic and interactive.

You gain immediate, accurate visibility into your entire inventory. This cuts search times significantly, preventing costly duplicate purchases.

2. Reservations & Check-outs

Equipment conflicts constantly happening?

Shared equipment often leads to double-bookings and accountability issues. Without a clear system, valuable items can simply vanish or be misused.

Cheqroom’s reservation system manages equipment flow, preventing conflicts and enforcing accountability. From my testing, the ability to require digital signatures on agreements creates a clear, undeniable chain of custody.

You empower users with self-service booking while maintaining control. This provides a full digital paper trail, reducing equipment loss and scheduling headaches.

3. Mobile App with QR/Barcode Scanning

Stuck managing gear from a desktop?

Relying on a static computer for check-ins limits flexibility. This can make accurate, real-time inventory updates almost impossible, especially in the field.

The mobile app untethers you from the desk, allowing equipment management wherever gear is. What impressed me most is how field teams can scan, check out, or report issues directly on the spot.

This is where Cheqroom shines. It decentralizes management, making processes faster and far more accessible for everyone who handles your valuable equipment.

4. Maintenance & Service Tracking

Reactive maintenance costing you a fortune?

Waiting for equipment to break before fixing it leads to costly downtime. This reactive approach shortens asset lifespan and can compromise safety.

This feature shifts you to proactive maintenance, maximizing uptime and lifespan. You can proactively maintain your gear, extending its life and ensuring it’s safe to use. This ultimately saves you money and improves operational reliability.

You proactively maintain your gear, extending its life and ensuring it’s safe to use. This ultimately saves you money and improves operational reliability.

5. Reporting & Analytics

Guessing about equipment ROI?

Without solid data, justifying new purchases or identifying underutilized assets is difficult. This makes strategic inventory decisions nearly impossible to make.

Cheqroom provides data-driven insights through pre-built reports on usage, maintenance, and costs. From my evaluation, this feature helps you identify popular vs. idle items and track depreciation.

You can transform equipment management into a strategic function, making informed purchasing and retirement decisions based on clear data, optimizing your entire inventory.

These Cheqroom features work together seamlessly to create a comprehensive equipment management ecosystem. From check-out to maintenance, the platform ensures you always know where your assets are, leading to better operational efficiency and accountability.

Cheqroom Pricing

Transparent pricing makes budgeting easier.

Cheqroom pricing follows a clear, tiered model based on the number of administrators, which means you can easily see what you’ll pay and how costs scale with your team’s needs. This transparent approach helps you budget predictably.

Plan	Price & Features
Standard	$45 per admin/month (billed annually) • Unlimited users & check-outs • Up to 500 active items • Reservations & mobile app access • Standard support
Plus	$85 per admin/month (billed annually) • Up to 1,500 active items • API access for integrations • Webhooks & Flagged Items reports • Priority support
Premium	$155 per admin/month (billed annually) • Up to 4,000 active items • Single Sign-On (SSO) with Azure AD • Locations management • Dedicated Customer Success Manager
Enterprise	Custom Pricing • Unlimited items • Advanced security reviews • Custom agreements • Contact sales for quote

1. Value Assessment

Great value for asset tracking.

From my cost analysis, Cheqroom’s per-admin pricing with unlimited standard users offers significant value, especially for organizations with many people interacting with gear but few managing it. What makes their pricing different is how it prioritizes management control costs, rather than charging for every single user touching equipment.

This means your budget gets a predictable expense that scales smartly with the complexity of your operations.

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2. Trial/Demo Options

Evaluate before you commit.

Cheqroom offers a generous 14-day free trial, giving you full access to test its features like reservations, mobile scanning, and reporting. What I found regarding pricing is that this trial provides a risk-free evaluation period, helping you validate its ROI and fit within your existing workflows before making any financial commitment.

This lets you experience the system firsthand, ensuring it truly meets your needs before full pricing kicks in.

3. Plan Comparison

Choose the right fit.

The Standard plan suits smaller teams, but the Plus tier offers significant advantages with API access for growing organizations. What stood out is how the Premium plan adds critical enterprise features like SSO and a dedicated success manager, essential for larger, more complex environments.

This tiered approach helps you match pricing to actual usage requirements, ensuring your budget aligns with the features you truly need.

My Take: Cheqroom’s tiered pricing is well-structured for various organizational sizes, offering clear feature gates and predictable costs, making it suitable for growing mid-market companies.

The overall Cheqroom pricing reflects transparent value for comprehensive equipment management.

Cheqroom Reviews

Real user experiences: What do they tell us?

To give you a clear picture of Cheqroom, I’ve dived deep into countless Cheqroom reviews. This analysis offers balanced insights from actual customer feedback and real-world experiences with the software.

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1. Overall User Satisfaction

Users are overwhelmingly positive.

From my review analysis, Cheqroom consistently garners high ratings, averaging 4.6 out of 5 stars across major platforms like G2 and Capterra. What I found in user feedback is that overall satisfaction stems from its genuine usability, leading to highly effective asset management. These positive reviews highlight a consistently very positive overall experience, which is reassuring.

This pattern indicates you can anticipate a reliable, user-friendly system that simplifies your equipment tracking significantly right from the start.

2. Common Praise Points

Ease of use and mobile app shine.

Customers frequently praise the intuitive interface and the powerful mobile app. Review-wise, I noticed users repeatedly call the mobile app a ‘game-changer,’ empowering field teams. What stands out is how both admins and end-users find it incredibly easy to learn and navigate, accelerating adoption and ensuring seamless workflows.

This means your team can efficiently track assets from anywhere, leading to significant time savings and improved accountability in your operations.

3. Frequent Complaints

Some minor frustrations exist.

While largely positive, Cheqroom reviews point to a few recurring frustrations. What I found in user feedback is a desire for more advanced reporting customization, allowing you to build custom reports from scratch. Additionally, cost for smaller teams is a common concern, particularly the per-admin pricing model.

These issues appear more as minor inconveniences than deal-breakers, generally overshadowed by the software’s strong core benefits for most users.

Overall, Cheqroom reviews reflect a high degree of user satisfaction, demonstrating reliable performance and practical benefits for managing assets. You should experience similar positive results.

Best Cheqroom Alternatives

Finding the perfect equipment management solution is tough.

Navigating the options can be tricky, but the best Cheqroom alternatives offer distinct advantages. From my competitive analysis, understanding your specific needs is key to making the right choice.

1. Asset Panda

When extreme customization is your priority.

Asset Panda excels if you need to build a completely bespoke system with unique tracking needs beyond typical equipment check-outs. What I found comparing options is that Asset Panda offers ultimate customization freedom, though it requires more initial setup to tailor. This alternative focuses on flexibility over out-of-the-box structure.

Choose Asset Panda if you require highly specialized forms and workflows for very diverse asset types across your organization.

2. EZOfficeInventory

For more advanced procurement and reporting.

EZOfficeInventory is a direct, feature-rich alternative providing deeper functionality in areas like purchase order management and advanced reporting. Alternative-wise, you’ll find more built-in procurement features here, though its interface can be slightly more complex than Cheqroom’s streamlined design.

Consider EZOfficeInventory when your operational needs extend to detailed procurement processes and comprehensive financial reporting.

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3. Asset Tiger

Your budget is a significant concern.

Asset Tiger is a compelling alternative if cost is your primary driver, offering basic core tracking for free up to 250 assets, and low-cost tiers beyond. Its functionality is simpler than Cheqroom’s, but it provides essential tracking at minimal cost. This alternative suits straightforward inventory needs.

Choose Asset Tiger when you need a no-frills, highly affordable solution for simple check-in/out and basic maintenance logging.

Ultimately, the best Cheqroom alternatives depend on your organization’s specific operational needs and budget. Evaluate your priorities carefully to ensure you pick the right fit.

Setup & Implementation

Cheqroom setup requires some upfront planning.

Preparing for Cheqroom implementation means understanding its deployment approach and complexities. This Cheqroom review section will guide you through what to expect, setting realistic expectations for your team.

1. Setup Complexity & Timeline

Getting Cheqroom up and running.

The biggest initial task is importing your equipment data. What I found about deployment is that having clean, organized data is crucial for a smooth start. While Cheqroom provides templates and support, expect this phase of your implementation to require significant internal effort, not just quick wins.

You’ll need to dedicate resources to thoroughly prepare your asset data before starting to avoid costly rework and delays.

2. Technical Requirements & Integration

Minimal tech hurdles, but plan.

As a cloud-based solution, Cheqroom’s technical footprint is light. You’ll primarily need modern web browsers and mobile devices for the app. Implementation-wise, API access for integrations requires higher plans, so factor that into your requirements early for seamless data flow.

Ensure your mobile devices are ready and identify any critical integrations your business relies on, potentially requiring the Plus plan or higher.

3. Training & Change Management

User adoption is key to success.

While the end-user interface is intuitive, admins will face a moderate learning curve to master all features. From my implementation analysis, teaching physical check-out/in processes is vital. Successful change management focuses on reinforcing these new scanning workflows with your team.

Budget time for admin training and clear, consistent instruction for all users on physical scanning workflows for maximum adoption.

4. Support & Success Factors

Leverage Cheqroom’s excellent support.

User reviews consistently praise Cheqroom’s support as responsive and knowledgeable throughout the setup process. What I found about deployment is that their proactive help significantly reduces friction, especially during initial data import and configuration. Don’t hesitate to utilize their expertise.

Identify your dedicated success manager if on a higher tier and proactively engage their support team to streamline your deployment.

Overall, Cheqroom implementation is manageable with proper planning, especially for data preparation and user training. Success hinges on committed internal effort and leveraging their strong support team.

Who’s Cheqroom For

Is Cheqroom the right fit for your assets?

This Cheqroom review cuts through the marketing to help you decide. I’ll analyze who benefits most, outlining specific business profiles, team sizes, and use cases where this software genuinely excels.

1. Ideal User Profile

Perfect for high-value equipment operations.

Cheqroom shines for mid-sized to large organizations managing shared, portable equipment like AV gear or IT assets. From my user analysis, businesses focused on equipment checkout accountability find immense value. It’s ideal if your core pain point is the workflow of reservations, check-outs, and ensuring user responsibility.

You’ll benefit if you need a powerful mobile app and a system easily adopted by non-technical end-users for daily operations.

2. Business Size & Scale

Optimal for mid-market and enterprise.

Cheqroom is designed for mid-market and enterprise-level companies, not very small businesses with limited assets. Your team will find it scales well if you manage hundreds or thousands of high-value items, requiring robust tracking. What I found about target users is that its depth supports complex operational demands effectively.

Assess if your operational scale justifies an investment in comprehensive equipment management beyond basic inventory counting.

3. Use Case Scenarios

Excels in dynamic equipment workflows.

This software shines when your priority is the dynamic workflow of checking equipment in/out, managing reservations, and scheduling maintenance. From my analysis, it empowers staff to reserve and manage gear independently, freeing up admin time. It’s a game-changer for precise accountability.

You’ll find this works when your current system struggles with equipment accountability, usage tracking, and freeing up administrative overhead.

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4. Who Should Look Elsewhere

Not for small-scale, simple needs.

If you’re a very small business with only a handful of assets, Cheqroom’s per-admin pricing might be prohibitive. User-wise, your situation works best with simpler tools if your need is basic inventory counting without a checkout workflow. This isn’t just about cost, but feature overkill.

Consider simpler inventory solutions like Sortly if your primary goal is asset counting rather than dynamic check-out management.

This Cheqroom review reveals its true value in optimizing shared equipment workflows for larger operations. The question of who should use Cheqroom comes down to your need for robust asset accountability.

Bottom Line

My Cheqroom review reveals a highly effective equipment management solution. I’ve synthesized key insights to help you confidently assess its overall value and determine if it fits your operational needs.

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1. Overall Strengths

Cheqroom truly simplifies complex asset tracking.

Cheqroom excels by offering an incredibly intuitive interface and a game-changing mobile app, empowering field teams to manage assets effortlessly. From my comprehensive analysis, its user-friendliness significantly reduces training time, fostering quick adoption and enhancing team productivity.

These core strengths translate directly into improved operational efficiency, enhanced asset accountability, and substantial time savings, making equipment management seamless.

2. Key Limitations

Be aware of these key limitations.

While highly effective, Cheqroom presents some areas for improvement. Users frequently desire more advanced, custom reporting capabilities beyond the standard offerings. Additionally, based on this review, the per-admin pricing can feel steep for smaller businesses or non-profits, potentially limiting its affordability.

These aren’t deal-breakers for most, but you should carefully weigh these trade-offs against your specific reporting needs and budget constraints.

3. Final Recommendation

I recommend Cheqroom for specific needs.

You should choose Cheqroom if your business requires robust, dynamic equipment tracking, especially across multiple locations or field teams. From my analysis, it excels for mid-market to enterprise users in sectors like AV, IT, or education, where asset accountability is critical, justifying its investment.

Your decision should align with its strengths in usability and mobile access, confidently moving your operations forward.

This Cheqroom review confidently concludes that it offers significant value for managing your valuable assets, transforming how you track and utilize equipment daily.